Invitation for Bid (IFB)07612
Waste Pumping Services
The Washington State Department of Enterprise Services (DES) issues this Invitation for Bid (IFB) under the authority of the Revised Code of Washington (RCW) 43.19. DES reserves the right to modify dates and times. Any changes will be sent electronically as Amendments to all users of Washington’s Electronic Business Solution (WEBS) who downloaded this IFB.
To request this information in alternative formats call (360) 902-7400
Posting Date...... November 28, 2012
Optional Pre-Bid Meeting....December 6, 2012 at 1:30pm
1500 Jefferson Building, Room 2332
1500 Jefferson St. SE
Olympia, WA
Directions/Parking:
Bids Are Due...... December 13, 2012
Anticipated Award Date.....December 31, 2012
Procurement Coordinator....Corinna Cooper, CPPB
360-407-9420
Deliver Bids to...... Washington State Department of Enterprise Services (DES)
1500 Jefferson Building
1500 Jefferson St. SE
Olympia, WA 98501
Attention:Bid Clerk,Master Contracts & Consulting Unit
IMPORTANT: Bids must be delivered in a sealed package and should have the following information on the outside:
- IFB Number
- Bid Due Date and Time
- Procurement Coordinator’s Name
- Bidder’s Company Name & Address
Washington State Department of Enterprise Services (DES)Page 1 of 18
Invitation for Bid 07612
Waste Pumping Services
Contents
1SUMMARY OF OPPORTUNITY
1.1Purpose of the IFB
1.2Purchasers
1.3Contract Term
1.4Estimated Usage
2IFB OVERVIEW
2.1Announcement and Special Information
2.2Washington’s Electronic Business Solution (WEBS)
2.3IFB Amendments
2.4Bidder Communication Responsibilities
2.5Bidder Responsiveness
2.6Pricing
2.7Payment Terms
2.8Non-Endorsement & Publicity
2.9No Costs or Charges
2.10No Best and Final Offer
2.11Economic and Environmental Goals
3PREPARATION OF BIDS
3.1Pre-bid Meeting
3.2Bid Submittals (Checklist)
3.3Format
3.4Electronic Copies
3.5Due Date and Time
3.6Bid Opening
4EVALUATION AND AWARD
4.1General Provisions
4.2Determination of Responsiveness
4.3Determination of Responsibility
4.4Non-COST EVALUATION
4.5Price Evaluation
4.6Scoring
4.7Selection of Apparent Successful Bidder
4.8Intent to Award
4.9Award
4.10Bid Information Availability after Award
5CONTRACT INFORMATION
5.1The Contract
5.2Order of Precedence, Conflict and Conformity
5.3Parties
5.4Authority to Bind
5.5Counterparts
5.6Changes
5.7Price Adjustments
5.7.1Firm and Fixed Period
5.7.2Price Protection
5.7.3Price Increases
5.7.4Contract Extensions and Price Adjustments
5.8Miscellaneous Expenses
APPENDICES
CERTIFICATIONS & ASSURANCES
AUTHORIZED OFFER & CONTRACT SIGNATURE PAGE
Washington State Department of Enterprise Services (DES)Page 1 of 18
Invitation for Bid 07612
Waste Pumping Services
1SUMMARY OF OPPORTUNITY
1.1Purpose of the IFB
The purpose of this IFB is to establish a statewide Contract for the as needed purchased service of waste pumping and disposal. This Contract covers waste pumping and disposal of waste generated from discarded grease, fats and oils from food preparation facility collection/removal systems, sewage from septic tanks/vaults, parking lot oil/water separators, and other typical waste pumping services.
1.2Purchasers
The Contract will be for use by all members of the Washington State Purchasing Cooperative (WSPC) including where applicable: State Agencies, Institutions of Higher Education, Political Subdivisions, and Non-Profit Corporations. The primary users of this Contract are the Port of Seattle, the Washington State Department of Transportation (WSDOT) and the Department of Corrections (DOC).
The Contract will also be available for use by Oregon Cooperative Purchasing Program (ORCPP).
While use of the Contract by Political Subdivisions and Non-Profit Corporations that are members of the WSPC and ORCPP members is optional, DES encourages them to use our Contracts. Their use of the Contracts may significantly increase the purchase volume. Their orders are subject to the same Contract terms, conditions and pricing as state agencies. DES accepts no responsibility for orders or payment by WSPC, DASCPP or ORCPP members.
WSPC members:
ORCPP members:
1.3Contract Term
The initial term of the Contract will be two (2) years afterthe effective date of the Contract (seeAuthorized Offer & Contract Signature Page) with the option to extend for additional term(s) or portions thereof. Extensions will be exercised at the sole discretion of DES. The total Contract term, including the initial term and all extensions, will not exceed six (6) years unless circumstances require a special extension. DES reserves the right to extend with all or some of the Contractors.
1.4Estimated Usage
Purchases over the initial 2-year term of the Contract could approximate $800,000.Estimates are based on past and/or projected usage and are provided solely for assisting Bidders in preparing their Bids. Orders will be placed only on an as-needed basis.
DES does not represent or guarantee any minimum purchase.
1.5Contractor Performance
a)General Requirements: The state, in conjunction with other purchasers, monitors and maintains records of Contractor performance. Said performance shall be a factor in evaluation and Award of this and all future Contracts. Purchasers will be provided with product/service performance report forms.
b)Performance Requirements: The Purchaser has an immediate requirement for the services specified herein. Bidder is urged to give careful consideration to the service specifications and requirements contained herein and Bidder’s ability to meet service deadlines.
c)Cost of Remedying Defects: All defects, indirect and consequential costs of correcting, removing or replacing any or all of the defective materials will be charged against the Contractor. The state reserves the right to require Contractor to repair all damages or provides full compensation as determined by the state. Contractor shall be responsible for any damage done to the tanks, covers and access areas while performing services under this Contract.
2IFB OVERVIEW
2.1Announcement and Special Information
TheIFB, its Appendices, Attachments, Amendments and any incorporated documents will comprise the entire IFB which will become the resulting Contract between DES and the awarded Contractor when it is countersigned by DES.
By responding to this IFB, a Bidder acknowledges having read and understood the entire IFB and acceptsall information contained within the IFB without modification.
NOTE: The Competitive Procurement Standardsis an Appendix to this IFB which consists of general provisions and terms forSolicitations issued by DES. Should a term within the Competitive Procurement Standards conflict with a term elsewhere in the IFB, the latter will prevail.
2.2Washington’s Electronic Business Solution (WEBS)
Bidders are solely responsible for:
Properly registering with Washington’s Electronic Business Solution (WEBS) at and maintaining an accurate Vendor profile in WEBS.
Downloading the IFB packet consisting of the IFB, all Appendices, and incorporated documents related to the IFB for which you are interested in Bidding.
Downloading all current and subsequent Amendments to the IFB to ensure receipt of all IFB documents.
Notification of Amendments to the IFB will only be provided to those vendors who have registered with WEBS and have downloaded the IFB from WEBS. Failure to do so may result in a Bidder having incomplete, inaccurate, or otherwise inadequate information to Bid.
2.3IFB Amendments
Prior to the Bid due date and time, DES reserves the right to change portions of this IFB. All changes will be issued in writing by DES as an Amendment and incorporated into the IFB. If there is any conflict between Amendments, or between an Amendment and the IFB, thedocument issued last in time will be controlling. Only Bidders who have properly registered and downloaded the original IFBdirectly via WEBS will receive notification of Amendments and other correspondence pertinent to the procurement.
2.4Bidder Communication Responsibilities
During the IFBprocess, all Bidder communications concerning this IFB must be directed to the Procurement Coordinator. Unauthorized contact regarding this IFB with other state employees involved with the IFB may result in disqualification. All oral communications will be considered unofficial and non-binding on DES. Bidders should rely only on written Amendments issued by the Procurement Coordinator.
Bidders are responsible for communicating inquiries concerning the IFB to the Procurement Coordinator as soon as possible.
If Bidder inquiries result in changes to the IFB, written amendments will be issued and posted on WEBS.
2.5Bidder Responsiveness
Bidders are to respond to each question/requirement contained in this IFB. Failure to comply with any applicable item may result in disqualification for non-responsiveness.
DES reserves the right to determine the actual level of Bidders’ compliance with the requirements specified in this IFB and to waive informalities in a Bid. An Informality is an immaterial variation from the exact requirements of the competitive IFB, having no effect or merely a minor or negligible effect on quality, quantity, or delivery of the supplies or performance of the services being procured, and the correction or waiver of which would not affect the relative standing of, or be otherwise prejudicial to Bidders (See WAC 200-300-015(18)).
2.6Pricing
Bid prices must include all cost components needed for the delivery of the goods and/or services as described in this IFB. Failure to identify all costs in a manner consistent with the instructions in this IFB is sufficient grounds for disqualification.
The proposed pricing levels should reflect the market provided by the Contract resulting from thisIFB.
Pricing shall be FOB Destination, freight prepaid and included. Bidder shall submit pricing for the Service Area they are bidding. A Service Area is defined as a state county. Bidders may bid any number of service areas.
For those service areas that may require the use of a ferry, Bidders are advised to visit ferry terminals and ride ferry routes to over-water locations for the purpose of work familiarization and bidding.
Bidders may submit pricing for other types of similar services on the Price Sheets as Optional Other Items. The state reserves the right to not award these other optional service items. Optional Other Items will be evaluated for price reasonableness and will not affect the outcome of the bid evaluation.
2.7Payment Terms
Please indicate which Prompt Payment Terms will be offered in the Price Sheet Appendix. Prompt Payment discounts apply to all payment methods. Prompt payment discounts will receive consideration and Bid pricing will be reduced (for evaluation purposes only) by the amount of the discount.
2.8Non-Endorsement & Publicity
In selecting a Bidder to supply goods and purchased services specified herein to contract Purchasers, neither DES nor the Purchasers are endorsing the Bidder’s goods and purchased services, nor suggesting that they are the best or only solution to their needs.
2.9No Costs or Charges
Costs or charges under the proposed Contract incurred before aContract is fully executed will be the sole responsibility of the Bidder.
2.10No Best and Final Offer
DES reserves the right to make an Award without further discussion of the Bid submitted; i.e., there will be no best and final offer request. Therefore, the Bid should be submitted on the most favorable terms that a Bidder intends to offer.
2.11Economic and Environmental Goals
In support of the state’s economic and environmental goals, although not an Award factor (unless otherwise specified herein), Bidders are encouraged to consider the following in responding to this IFB:
Support for a diverse supplier pool, including small, Minority and Women-Owned Business Enterprises (MWBE), voluntary numerical WBE goals 3% MBE 3% have been established for this IFB. Achievement of these goals is encouraged whether directly or through Subcontractors. Bidders may contact the Office of Minority and Women’s Business Enterprise to obtain information on certified firmsor to become certified.
Use of environmentally preferable goods and services to include post consumer waste and recycled content.
Products made or grown in Washington.
3PREPARATION OF BIDS
3.1Pre-bid Meeting
An optional pre-bid meeting to address IFB requirements will be held at the time and location indicated on the cover page. While attendance is not mandatory, Bidders are encouraged to attend and participate. The purpose of the pre-bid meeting is to clarify the IFB as needed and raise any issues or concerns, especially those of the vendor community. If interpretations, specifications, or other changes to the IFB are required as a result of the meeting, the Procurement Coordinator will post an Amendment to WEBS.
Assistance for disabled, blind or hearing-impaired persons who wish to attend is available with prior arrangement by contacting the Procurement Coordinator identified on the cover page.
3.2Bid Submittals (Checklist)
The following checklist identifies the submittals which will comprise a Bid. Any Bid received without a REQUIRED submittal may be rejected as being non-responsive. Please identify each page of the submittals, as well as any supplemental materials with your company name or other identifiable company mark.
Signature (REQUIRED): Complete, print, sign and return the Authorized Offer & Contract Signature Page as instructed. DES prefers blue ink.
Price Sheet (REQUIRED): Complete, print, and return a copy of the Price Sheet Appendixas instructed. Failure to address each line item as instructed may result in a bid being rejected for lack of responsiveness.
Bidder Profile (REQUIRED): Complete and return a copy of the Bidder Profile Appendix as instructed.
Non-Cost Answers (REQUIRED): Bidders shall answer all questions listed in the Non-Cost Questions Appendix. Bidders may submit up to two (2) pages in total.
1 Original hard Copy, 3 additional copies and 1 electronic copyof Bid Submittals
3.3Format
In a sealed bid, Bidder(s) shall submit one (1) original hard copy and three (3) additional copies of bid submittals. Hard copy Bids must be legible and completed in ink or with an electronic printer or other similar office equipment, and properly signed by an authorized representative of the Bidder. All changes and/or erasures shall be initialed in ink. Unsigned Bids will be rejected on opening unless satisfactory evidence was submitted clearly establishing the Bidder’s desire and intent to be bound by the Bid, such as a signed cover letter. Incomplete or illegible Bids may be rejected.
3.4Electronic Copies
Please include electronic copies of all hard copy submittals on CD or USB flash drive. DES prefers the same file format(s) as the format(s) used to create the submittals (i.e. MS Word, Excel) unless written information is included as a part of the submittal, such as a signature. For submittals with written information or copies of other documents such as licenses, please submit as a pdf. Should a hard copy and an electronic copy conflict, the hard copy will prevail.
3.5Due Dateand Time
Bid packages must be receivedon or before the due date and time at the location specified on the cover page. Time of receipt will be determined by the official time stamp located at DES.
If a Bid is late or received at a location other than that specified it will be rejected. In the event the official time clock is unavailable, the Bid Clerk will establish the official time and take reasonable steps to ensure the integrity of the Bid receipt is preserved.
3.6Bid Opening
After the Bid due date and time, the Bid Clerk will open and process sealed Bids protecting the confidentiality of the contents. The names of the Bidders will be recorded and made available upon request. Bid contents will not be available for public view until after the Contract has been awarded (RCW 43.19.1911(8)).
4EVALUATION AND AWARD
4.1General Provisions
Contract Award will be based on the evaluation and Award criteria established herein and will be subject to consideration of all factors identified in RCW 43.19.1911, WAC 200-300, and other criteria identified in the IFB.
Bidders whose Bids are determined to be non-responsive will be rejected and will be notified of the reasons for such rejection.
To aid in the evaluation process, after the Bid due date and time, DES may require individual Bidders to appear at a date, time and place determined by DES for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature of Contractual requirements. In no manner shall such action be construed as negotiations or an indication of DES’s intention to Award.
DES reserves the right to: (1) Waive any informality; (2) Reject any or all Bids, or portions thereof;(3) Accept any portion of the items Bid unless the Bidder stipulates all or nothing in their Bid; (4) Cancel an IFB and re-solicit Bids; (5) Negotiate with the lowest Responsive and Responsible Bidder to determine if that Bid can be improved for the Purchaser; (6) Award on an all or none consolidated basis taking into consideration ”lifecycle costs”; and (7) Award in aggregate when in the best interest of the state.
Preferences and Penalties:Preferences and penalties that are required by law, rule, or IFB will be applied to Bid pricing. Some preferences and penalties may be added by contract language and could be applied to Bid pricing. A preference reduces the Bidder’s stated price by the amount of the preference and is an advantage to the Bidder. A penalty increases the Bidder’s stated price by the amount of the penalty and is a disadvantage to the Bidder. Preferences and penalties are applied to the pricing for evaluation purposes only but are not applied for purchasing purposes.
References: DES reserves the right to use references to confirm satisfactory customer service, performance, satisfaction with service/product, knowledge of products/service/industry and timeliness; any negative or unsatisfactory response may be an adequate reason for rejecting a Bidder as non-responsible and unable to suit the needs of the state. DES reserves the right to waive the reference check. Bidders deemed non-responsible may be rejected.
4.2Determination of Responsiveness
Bids will be reviewed initially on a pass/fail basis to determine compliance with administrative requirements as specified herein.
DES reserves the right to determine at its sole discretion whether a Bidder’s response to a minimum IFB requirement is sufficient to pass. However, if all Bidders fail to meet any single IFB requirement, DES may reject all Bids and cancel the IFB or waive the requirement from the IFB’s requirements for responsiveness.
Responsive Bids will be further evaluated based on the requirements in this IFB.
4.3Determination of Responsibility
During evaluation, DES reserves the right to make reasonable inquiry to determine the responsibility of any Bidder. Requests may include, but are not limited to, financial statements, credit ratings, references, record of past performance, clarification of Bidder’s offer, and on-site inspection of Bidder's or Bidder's Subcontractor's facilities. Failure to respond to said request(s) may result in a Bid being rejected as non-responsive.